Introduction
Managing exit clearances is a critical responsibility for organisations to ensure a smooth, compliant, and well-documented employee separation process.
The Exit Clearance module in uKnowva HRMS enables approvers and stakeholders to review resignation details, track departmental clearances, verify asset handovers, and provide approvals efficiently.
This article walks you through the step-by-step process of accessing exit clearance requests, reviewing resignation details, providing departmental clearances, and filtering requests for better visibility and control.
Step 1: Access the Exit Clearance Requests Page
To begin managing exit clearance requests, navigate to the side navigation panel in uKnowva HRMS and click on the Approval menu. From the list of available sub-menus, select the Exit Clearance option.
Once selected, the Exit Clearance Requests page loads and displays all resignation-related clearance requests assigned to you.
This page presents all essential information in a structured view, including the name of the requester, the action that can be taken, employee code, clearance department, designation, date of joining, resignation date, last working date, and the current status of the exit clearance.
This consolidated view helps you quickly assess pending and completed clearance requests without switching between multiple screens.
Step 2: Review Resignation and Clearance Details
To review the detailed resignation information of a specific employee, click on the Eye icon available under the Action column.
This opens a detailed view of the resignation and clearance status for the selected employee.
On this page, you can check how many levels of clearance have already been approved, which departments have provided their clearances, and which departments are still pending.
You can also view reporting relationships, including whom the employee reports to, along with remarks added by the reporting manager and HR managers.
Additionally, the page shows details of the assigned Knowledge Transfer (KT) recipient and indicates whether the exit interview is pending or completed.
This comprehensive view ensures complete transparency before you proceed with your approval.
Step 3: Provide Exit Clearance Approval
Once you finish reviewing the details, select the tick mark icon next to the Eye button.
You will be redirected to a new page where you can provide clearance from your department if the request status is pending.
On this page, verify all assets relevant to your department and mark them as Yes, No, or Not Applicable to initiate the clearance process.
If required, you can add remarks or comments in the comment box provided next to each asset or section.
These comments help maintain clarity and documentation for future reference.
After reviewing and updating all necessary details, scroll down and click on the Submit button to provide your approval for the selected resignation request.
This action officially records your department’s clearance in the system.
Step 4: Filter Exit Clearance Requests for Better Visibility
The Exit Clearance Requests page also includes a filtering option to locate the required employees quickly.
Enter the employee’s name or select the appropriate exit clearance department from the drop-down menu, then click Search to quickly locate the required employee.
To further narrow down the results, click the More Filters option above the list.
This allows you to refine the view using additional parameters, such as the time period during which the exit clearance request was submitted or the current status of the request.
After selecting the desired filter options, click Submit to apply the filters and view only the relevant exit clearance requests.
If you want to return to the original or default view of the page, click on the Reset button to clear all applied filters.
Conclusion
That’s it!
You’ve now successfully managed exit clearance requests in uKnowva HRMS.
By following this process, you ensure that resignation approvals are handled accurately, transparently, and in coordination with all involved departments.
If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..